Rules & regulations

Exhibitors are permitted to hang advertising banners or other objects above their stand from venue rigging points by the approved venue riggers, however certain conditions apply.  In all cases, Diversified Business Communications must give prior written approval of the size and positioning of the banner/hanging object.  

Under no circumstances must the banner/hanging object exceed the width of the exhibitor’s stand.  

If you wish to include a lighting rig (with or without a banner attached) on your stand you must contact the organiser. Approval of the use of a banner, lighting rig or similar rigged structure is at the organiser’s discretion.

Rigging refers to any work required to be carried out within the roof. All rigging is to be carried out by the NEC ONLY.  All rigging must be clearly shown on plans showing sizes and heights.

Please contact the NEC for any enquiries or to place an order
Tel : +44 (0) 121 767 3253
Email : [email protected]

Exhibitors must notify the organiser with full details of any rigging requirements at least 4 weeks before the event. 

Also see Rigging  

Shell scheme stands are supplied with light grey cord carpet.
Space only stands are also supplied with carpet and exhibitors should complete the Carpet Order form to specify the colour, or indeed advise us that they are laying their own floor and making their own arrangements with their contractors.
Any carpet alterations made onsite will be subject to availability and may incur a charge.

If the carpet order form is not completed then dark grey carpet (charcoal) will be laid.

Muslin ceilings – where an exhibitor is constructing a stand with a muslin ceiling, or other textile material, such material must comply with the relevant Fire Regulations.

This defines stands with a build height of over 4m, stairs, platforms (over 0.6m), stages or elevations, or that are multi-storey or that have ramps or raised walkways or suspended items (e.g. lighting) or that have sound/lighting towers or have any sort of temporary tiered seating. Also, any stand that has been deemed via a risk assessment to provide a significant risk. Exhibitors planning a ‘complex structure’ on their site need to have this approved for safety and stability before it can be installed.

All Space Only exhibitors MUST SUBMIT the following –

• Detailed, scaled structural drawings – including plan views, elevations, staircase and platform details, AV, walling and exhibits
• Detailed structural calculations and specifications
• Method statement for build-up and break-down
• Risk Assessment and Health & Safety compliance
• Construction Phase Plan
• Contractors Public Liability Insurance

These documents must be drawn up and returned to Phil Fellows at Dime Events 6 weeks before the event. Please email all documents to [email protected].  Failure to do so could result either in delay whilst permission to build is being given, or proposed plans being refused building permission.

For all complex structures, the organiser must employ the services of a Structural Engineer to check and certify the plans, and to be onsite during build-up to authorise the stand before the show can open. The exhibitor is wholly responsible for the cost of the Structural Engineer’s services or any other costs imposed in connection with the approval of its stand design or construction.

LATE SUBMISSION OF PLANS WILL RESULT IN A £500 FEE BEING CHARGED TO THE EXHIBITOR AND COULD RESULT IN THE PLANS NOT BEING ACCEPTED AND THEREFORE NOT ALLOWED WITHIN THE SHOW HALL.

Complex space only sites must submit the following:

• Detailed, scaled structural drawings – including plan views, elevations, staircase and platform details, AV, walling and exhibits
• Detailed structural calculations and specifications
• Method statement for build-up and break-down
• Risk Assessment and Health & Safety compliance
• Construction Phase Plan
• Contractors Public Liability Insurance

If you are employing a stand contractor to build or work on your stand, please ensure you forward onto them a copy of this manual. 

Also see Badges/Passes  

Care must be taken to avoid damage to any part of the venue or to the shell scheme, walls, frames, fascias, electrics, nameboards. Should any damage or disfigurement occur, the exhibitor shall be charged for the damage. Please note that this includes staining or other damage to the carpet. 

Also see Dilapidation, Insurance and Flooring  

Under no circumstances are exhibitor’s own staff or any other non-approved persons permitted to carry out electrical installation work within the venue. All work is to be carried out by the official contractor, contact details can be found on the Useful Contacts Page of this manual.  

All shell scheme stands are complete with a 5ft fluorescent light depending on the size of the stand, but to brighten individual stands and make the most of your stand area, you are advised to consider extra stand lighting. Please be aware that if you request no fascia board on your stand then you will not receive a light as these are attached to the back of the fascia.  

If you require power point(s) for either single or 3 phase electricity or ANY OTHER electrical supply apart from the strip light provided, then this must be ordered in advance.  

Please complete the Electrical Order Form in the Optional Order forms section of the online manual and send directly to the contractor before by the due date. All equipment & practices must comply with the Health & Safety at Work Act 1974 and the Electricity at Work Regulations 1989.  

 Please Note the following: –  

• Any fittings connected to circuits previously completed, and any electrical appliances brought to the show will be subject to testing by the appointed electrical contractor. The electrical contractor has the right to disconnect any equipment that they feel is either dangerous, in faulty condition, liable to cause danger, installed without their authority or consent, connected to or ancillary to any equipment installed or maintained by them.  
• Exhibitors’ equipment must conform to all current electrical and safety standards otherwise it will be disconnected.  
• Exhibitors are warned that under no circumstances can 13-amp adaptors be used, nor extension leads in excess of 1.5 meters.  
• The NEC will switch off all power 30 minutes after show has closed. Therefore, exhibitors with fridges etc must order 24-hour power supply.  

For further enquiries please contact the supplier. 

See Health & Safety at Work Act  

The name of any contractor (other than an official contractor) proposed to be employed by an exhibitor for the carrying out of permitted work within the exhibition hall in connection with stand fittings or space only stand construction, must be notified to the Organiser for badges to be supplied. 

• Contractor wristbands/badges are only valid during build-up and pull-out periods. 
• Contractor wristbands/badges can be collected on arrival from security who are posted on the exhibition entrance doors. 

Each exhibitor with shell scheme will have their registered name or trade name lettered onto the name panel fascia on their stand in standard style capital letters. 

Please complete the exhibitor listing form in the online manual. 

All display materials must be made from fire proofed materials to the satisfaction of the authorities and regulations; as a brief guide to the main points please note the following: –  

• Timber – Under 1” thick must be impregnated to Class 1 standard and have the BS standard marks on them. Timber over 1” thick need not be treated.  
• Boards, plywood, chipboard etc – as above if under 3/4 inch thick.  
• Cellulose Paints – are flammable and may not be used on stands  
• Plastics – Must conform to BS 476-Part 7 class 1 Fire Regulations.  
• Perspex must not be used but Lexan & Macralon are OK. 
• Textile Fabrics – For interior display, must be flame proofed with approved chemicals or purchased already treated (unless wool, twill or felt) in accordance with BS5438/BS5852.  
• Fabrics must be fixed taut to solid back 3” above floor (not draped) and not touching light fittings.  
• If night sheets are used to cover the stands at night, then these must be of inherently non-flammable or a fire treated material.  
• If muslin ceilings are to be constructed by exhibitors, this must also comply with the fire regulations above.  
• Artificial plants/flowers – cellulose and artificial plants must not be used, but fire proofed silk type are permitted (all items to conform to BS 476 Part 7- and must be marked as such). Dried flowers are permissible.  
• Gangways – No exhibits, stand dressing, tables or chairs etc are to be allowed to encroach into the gangways.  
• Naked flames – will not be allowed within the exhibition hall.  
• Inflammable substances – Explosives or inflammable substances may not be exhibited or brought into the Exhibition Hall.  

The venue Fire Safety Officer will carry out an inspection before the opening of the event to ensure all fire exits and gangways are clear. Venue Fire Officers will patrol during the event. We would remind exhibitors that the Local Authority has the right to remove any fitting or material which contravenes these regulations and ultimately to close down a stand. Exhibitors should draw the attention of their contractors to this requirement. An exhibitor committing a breach of any of the above provisions will be liable for all claims, loss and damage thereby caused and will indemnify the organiser and the owner in respect thereof. 

Fire extinguishers will be placed around the show floor by the venue Fire Officers, these are for emergency use only and should not be moved or tampered with. The venue Fire Officers will issue fire blankets to exhibitors/stands as they see fit according to risk. If given a fire blanket for the stand the exhibitor is responsible for it throughout the show and for its return at the end of show when they are collected. For further guidance and enquiries please contact the venue Fire Officers.  

 

Nothing must be tacked, glued or nailed directly onto the venue floor.

The asphalt floor surface of the NEC has a maximum loading of 20 tonnes per square metre. Exhibitors with heavy machinery or exhibits which may exceed these loadings must contact the organisers as soon as possible. Please ensure you are aware of the location of floor ducts within your stand area.  Please avoid putting excess weight onto these ducts, ie vehicle lifts.  If you require a technical floorplan at any time please contact Pippa Allsop – [email protected] for further information.

Also see Carpet, Stands and Damage to Exhibition Floor

Space only & mini vehicle stands can build to a maximum height of 4m. Vehicle stands can build up to 6m  (Please note building over 4m is classed as a complex structure). See Complex Structure section.

Shell scheme stands are built at a maximum of 2.5m high.  Shell scheme exhibitors wishing to construct within their stand space must submit plans and contact the organiser to arrange for the fascia name board to be removed.
Please contact Pippa Allsop – [email protected] for further information.

Telephones and hard-wired internet access can be ordered for your stand at the show.

PLEASE NOTE – Wi-Fi can be accessed free of charge within the halls, Atrium and Piazza of the NEC. To use this service you will be asked to complete a simple registration process.
Please note: although Wi-Fi is available, the NEC strongly recommends that if you are using an internet connection as a vital part of your stand – eg to demonstrate products or to run software overnight, a hard-wired connection is the most stable and secure source of internet for your stand.

Please contact the NEC for any enquiries or to place an order
Tel : +44 (0) 121 767 3253
Email : [email protected]
http://www.thenec.co.uk/exhibitors/order-services

Platforms or stages that exceed 0.6 m in height must be treated as a complex structure. 

See Stands & Complex Structures 

Exhibitors are responsible for the complete removal from the exhibition hall of all exhibits, (i.e. stands built on space only sites, goods and materials used by them, together with all waste and rubbish) in accordance with the directions of the organisers .  Should any exhibitor fail to remove any of the foregoing within the time stipulated then the organiser shall be entitled to remove and dispose of such materials without liability to the exhibitor, who shall be liable for and indemnify the organiser in respect of all costs and expenses incurred and the exhibitor shall also indemnify the organiser in respect of any claim or liability suffered or incurred by the organiser for failure to give possession or any part of the exhibition hall to the venue on the due date. The organiser reserves the right to specify the time at which individual stands and exhibits shall be removed. Notwithstanding instructions issued specifically for the closing night of the exhibition, the security of exhibits, stands, furniture and all property of the exhibitors at all times including the demolition period is wholly the responsibility of the exhibitor and the organiser will not be responsible for any loss or damage suffered or incurred. 

We strongly recommend that you breakdown, pack up and remove your valuable goods before 7pm on Thursday 5th  November 2026 to reduce any possible security problem. PLEASE NOTE that ALL goods, stands and other items MUST be collected and removed from the premises by 10pm on Thursday 5th November 2026.  Space only stands also have Friday 6th November from 8am – 12pm when our tenancy finishes. Failure to do so will incur removal costs and disposal or storage costs for which the exhibitor will be wholly responsible. If you are using a courier to collect your goods, please make sure that they are aware of this deadline. We would strongly recommend waiting on your stand with your possessions until handed directly to the courier. 

Shell scheme exhibits must have removed their stand by 7pm on Thursday 5th November to allow the contractors to start dismantling the shell scheme stands. 

See Access, Rubbish Removal & Security  

Rigging refers to any work required to be carried out within the roof. All rigging is to be carried out by the NEC. Please contact Operations as soon as possible for further details.  Exhibitors are permitted to hang advertising banners or other objects above their stand from venue rigging points by the approved venue riggers, however certain conditions apply.

In all cases, Diversified Business Communications must give prior written approval of the size and positioning of the banner/hanging object.

Under no circumstances must the banner/hanging object exceed the width of the exhibitor’s stand.

If you wish to include a lighting rig (with or without a banner attached) on your stand you must contact the organisers. Approval of the use of a banner, lighting rig or similar rigged structure is at the organisers discretion Rigging refers to any work required to be carried out within the roof. All rigging is to be carried out by the NEC ONLY.  All rigging should be clearly shown on plans showing sizes and heights.

Please contact Daniel Smith at the NEC for any enquiries or to place an order
Tel : +44 (0)121 767 2691
Email : [email protected]

See Stands, also Banners  

CONTRACTORS 

All Space Only, Vehicle and Mini Vehicle stand contractors must submit a risk assessment, as well as other documents, for the build of their stand. This should include details of any stand building (even on shell scheme stands) and potential hazards during build up and breakdown, as well as the controls in place to reduce and minimise these hazards. 

EXHIBITORS 

All stands are required to submit a risk assessment based on activities while exhibitors are on their stand. This includes time for setting up as well as for show open. This is to be completed by exhibitors, not stand contractors. A template for this can be found in the Health & Safety Form under All Tasks Section.  

 

Also see Stands  

The official show contractor for the build of shell scheme stands is GES. All additional stand fittings must be contained within the stand structure i.e. no fittings may exceed the height from floor level to the underside of the shell scheme roof beams. 

For extra stand requirements please complete relevant from in the Prepare Your Stand section of the manual and return to GES.

 

General codes of conduct will be communicated to all personnel pre-event and on arrival at the event via signage.

DESCRIPTION

The term Space Only, Vehicle, or Mini Vehicle stand means that an exhibitor has booked only floor space and is therefore responsible for arranging all physical requirements of his own stand, such as design, construction, and provision of any electrics.

Please note that all Space Only & Vehicle stands are supplied with carpet as part of their contract. Please complete the Carpet Order Form to choose your colour or request no carpet.

CONTRACTORS

Space Only/Vehicle and Mini Vehicle exhibitors may appoint a stand contractor of their own choice. Details of your appointed Contractor must be submitted to the show organisers. Please complete the Space Only Contractor Information form to submit this information.

Exhibitors are responsible for ensuring that their contractors receive a copy of this Exhibitor Manual. All designs, construction etc must comply with the organisers, venue and Local Authority deadlines and rules and regulations. It is your or your contractor’s responsibility to ensure that all dividing walls are built to at least 2.5m.

Exhibitors may employ a stand contractor of their choice to carry out construction work on Space only sites or within Shell scheme interiors. If you need help in finding a suitable contractor you may wish to contact the AEO (Association of Exhibition Organisers). All contractors must meet the Association’s standard of workmanship, service and business practice and adhere to the Association’s Code of Conduct. All stands must be built in accordance with the specifications given in this manual and the conditions governing the carrying out of all stand contract work with which the exhibitor must comply are also contained in this manual. Positions and dimensions of any machinery or large exhibits must be notified and approved by the organiser and the necessary authorities before the event.

SPACE, VEHICLE AND MINI VEHICLE STAND RULES AND REGULATIONS & GUIDELINES

– VEHICLE STANDS MUST NOT EXCEED 6M IN HEIGHT The overall height of stand fitting (including graphics, platforms and cladding of columns) MUST NOT EXCEED 6M IN HEIGHT FROM THE FLOOR. This is to prevent obstruction to essential venue and show signage.

Please note stands over 4m are classed as Complex Structures and structural calculations must be submitted along with stand documentation.  A structural engineer will be instructed to check plans and calculations to which there will be a charge that will be passed onto the contractor/exhibitor.  A structural engineer will also be employed to carry out a physical check of the stand build onsite, again a charge for this will be passed onto the contractor/exhibitor.  See further complex structure guidance below.

– MINI VEHICLE & SPACE ONLY STANDS MUST NOT EXCEED 4M IN HEIGHT The overall height of stand fitting (including graphics, platforms and cladding of columns) MUST NOT EXCEED 4M IN HEIGHT FROM THE FLOOR. This is to prevent obstruction to essential venue and show signage.

 

– ALL SPACE ONLY, VEHICLE, AND MINI VEHICLE STANDS MUST SUBMIT THE FOLLOWING TO [email protected] BY  29th SEPTEMBER 2026:

  –  Detailed Stand Plans with dimensions (including any Rigging)
  –  Risk Assessment (pertaining to Build & Breakdown only)
  –  Method Statement
  –  Construction Phase Plan
  –  Public Liability Insurance
  –  Completed CDM Space Only submission form (please click here to download)

Failure to do so will result either in a delay while permission to build is being given at the Show, or proposed plans being condemned and refused building permission. All designs must be of a standard deemed acceptable by the organiser’s. For the purposes of defining this acceptable standard – Please contact the Operations team. Should plans require a structural engineers report a cost will be charged to the exhibitor for the approval at design stage.

– Please note your stand will be inspected and assessed after construction to ensure it has been built according to the plans and structural calculations provided. All designs, construction etc must comply with the venue and Local Authority deadlines and rules and regulations.

– It is the responsibility of each individual Exhibitor to ensure the structural safety of all elements on their stand.

– Walls must be designed and constructed in such a manner that it is entirely self supported and cannot collapse or be moved accidentally. No support wall must encroach onto another exhibitors stand or into the gangway.

– Where two adjacent exhibitors decide to jointly build a wall between their stands one of the exhibitors must be nominated as being responsible for the wall to be fully finished to a high standard.

– Existing building structural columns, where sited on stands, must not be used to fix any structure or graphic, and in most cases clad on all faces, though not fixed to the actual building structure.

– On stands with three open sides or less (“part-island stands”) the Exhibitor is obliged to erect a dividing wall no less than 2.5m high between their stand and any other stand. The Exhibitor is responsible for ensuring that their Contractor leaves any such wall which exceeding 2.5m in height in a clean and finished state in a muted colour with no graphics visible from any adjoining stand or gangway.

– Stands must not incorporate long runs of perimeter walling of more than 30% per open side. Please note that plans may not be approved if deemed by the Organisers to have a detrimental effect on the show or surrounding stands. In such cases walling facing perimeter gangways should be finished to the floor and have graphics to the side facing the gangway.

– On island stands with four open sides the stand must not incorporate long runs of gangway perimeter walling of more than 30% per open side. Any walling along or facing gangways must be finished with graphics. Please note that plans may not be approved if deemed by the Organisers to have a detrimental effect on the show or surrounding stands.

– All electrical installations are handled by the official Electrical Contractor.

– No part of any structure, display or vehicle may extend beyond the borders of the stand.

– Any moving display, film etc.. must be positioned so that visitors can watch the display without blocking the gangways.

– No material may be fixed to any part of the exhibition hall structure including pillars, the walls, the roof structure or the floor.

– Lighting systems – suspended high intensity lighting systems will be permitted and rigged at 6m (from the floor). All rigging work must be carried out by the NEC and must meet industry standards.

– All work must be carried out within the schedule as laid down in the Show Timetable All work on stands and displays must be carried out in accordance with the Health & Safety at Work Act 1974 and the Show’s Rules and Regulations contained in this manual. All members of staff attending the Show must read these rules and regulations. In order to confirm the acceptance of your responsibility under the Health & Safety at Work Act 1974, please complete and return the Health & safety Declaration Form. All stands, signage and other physical elements of the Exhibitor’s presence at the Show must be compliant with the requirements of the Disability Discrimination Act 1995 and other conditions contained in this handbook.

– Spiral staircases will not be permitted for use by the general public, other staircases must be provided with handrails.

– If you are planning on placing a mobile stand or readymade unit onsite to slot into your space, please make sure this is apparent in the stand plans

– Pop up banners will not be accepted as Space Only stands.

– Space only, Vehicle and Mini Vehicle exhibitors must complete all of the Essential Tasks within this manual, as well as ensuring that their contractor submits the necessary documents to [email protected] as outlined above.

 

VEHICLE EXHIBITS

– Vehicle exhibits will be brought into the halls under a controlled procedure on Sunday 1st November. Do not book these vehicles into the NEC’s Voyage Control System, you will be contacted directly by the organisers with your time of entry and details.  The vehicle must be available, washed off and ready to enter at the appointed time. Washing off in the hall is prohibited.

– At all times the vehicle driver must obey the instructions of the show marshals and the health & safety manager. Failure to adhere could mean your exhibits will not be able to enter the exhibition.

– Vehicles must be in a good condition both internally and externally.

– No vehicle may be positioned more than 1m above ground level without the authority of the health & safety. This must be outlined on all plans that are submitted. Such displays must ensure that there is no possibility of visitors falling off plinths or access stairs accidentally.

– No part of any vehicle may extend beyond the borders of the stand. This includes mirrors, doors or flaps fitted to a vehicle exhibit.

– Once in position on the stand the vehicle batteries MUST be disconnected, and the wires taped up safely.

– Any auxiliary power sources must be similarly disconnected.

– Fuel fillers on diesel engines MUST be fitted with locked filler caps or locked access hatches.

– Petrol engines MUST contain no more than 2 gallons of fuel and the fuel filler MUST be fitted with a lock filler cap or locked access hatch.

– No vehicle may be re-fuelled in the halls.

– No vehicle may be reconnected or started up once in position

– One set of keys for each vehicle MUST be logged with the Organising Office throughout the show.

– For further guidance information pertaining to the NEC, please see the e-guide – click here.

CARPET & FLOORING

The floor covering carpet throughout all gangways will be blue cord. All Space Only & Vehicle stands are supplied with carpet as part of their contract. Please complete the Carpet Order Form to choose your colour or to request no carpet. All carpet supplied by the organiser will be laid directly to the exhibition floor and not platform floors. Please be aware we will not carpet stands with platform floors, if your stand design has a platform floor you must arrange your own flooring.

The exhibitor will be responsible for any damage to the floor coverings, in or around the stand. Any damage caused to the carpet by an exhibitor or their contractor will be replaced and the cost of replacement charged to the Exhibitor. Please note official NEC carpet tape must be used. Stands with vehicles will have polythene covering the carpet to allow vehicles to be positioned on stands. It is the exhibitors responsibility to remove the polythene.

ENTRANCES ONTO STANDS

Stands should incorporate provisions for disabled visitors into their stand design. We would like to remind all exhibitors of their obligations under the Disability Discrimination Act 1995 – please also see DDA Policy in the Health & Safety Section. Further details are available on request from the Organisers.

MOBILE UNITS

If you are planning on placing a mobile stand or readymade unit onsite to slot into your space, please make sure this is apparent in the stand plans.

PLATFORMS

Where platforms form part of a stand all exposed corners need to be rounded or protected in some way and wheelchair access should be taken into consideration. Platforms with slopes must not exceed the perimeter of the stand.  Exhibitors wanting Water/Waste & Electrics should check positions of floor service ducts with the organisers before finalising the layout of Stand and consider using a platform to hide unseemly pipes & wires.

MUSLIN CEILINGS

Where an exhibitor is constructing with a muslin ceiling, such material (and any others used in construction) must comply with Fire Regulations and be of non-flammable material (Class One spread of flame BS476).

STRUCTURAL SAFETY

It is the responsibility of each individual exhibitor to ensure the structural safety of all elements on their stand. Submission to the organiser of plans for all Space Only, Vehicle and Mini Vehicle sites is MANDATORY, this applies to both ‘complex’ and ‘standard’ sites (see below). All plans will be subject to normal stand checks and where necessary they will then be forwarded to the structural engineers and the Local Authority on your behalf. Exhibitors must make their own arrangements for stand design and construction of stands for space only sites and may use either the Official Contractor or a Contractor of its choice. All such stands will be subject to the approval of the Organiser and Venue.

COMPLEX STRUCTURES

This defines stands with a build of over 4m in height, stairs, platforms, stages over 600mm in height or elevations, or that are multi-storey or that have ramps or raised walkways or suspended items (eg. lighting) or that have sound/lighting towers or have any sort of temporary tiered seating. Also, any stand that has been deemed via a Risk Assessment to provide a significant risk. Exhibitors planning a ‘complex structure’ on their site need to have this approved for safety and stability before it can be installed. Complex Sites must include:

– Detailed, scaled structural drawings – including plan views, elevations, staircase and platform details, AV, walling and exhibits

– Structural calculations and specifications

– Method statement for build-up and break-down

– Construction phase plan

– Risk Assessment and health & safety compliance

For all complex structures, the organiser must employ the services of a Structural Engineer to check and certify the plans, and to be onsite during build-up to authorise the stand before the Show can open. The Exhibitor is wholly responsible for the cost of the Structural Engineer’s services or any other costs imposed in connection with the approval of its stand design or construction. LATE SUBMISSION OF PLANS WILL RESULT IN A FEE BEING CHARGED £500 TO THE EXHIBITOR AND COULD RESULT IN THE PLANS NOT BEING ACCEPTED AND THEREFORE NOT ALLOWED WITHIN THE SHOW HALL.

STAND CLEANING

Stands will be vacuumed prior to opening each morning FREE OF CHARGE. We recommend you have a stock of refuse bags on your stand for waste. All sacks of waste should be left in the gangways after the show closes. Sacks left on stands will NOT be removed. All cardboard boxes should be flat packed for removal. PLEASE NOTE – the organisers do not supply bins or wastes sacks for your stand – you will need to ensure you have the appropriate provision for the activity taking place on your stand.

The organisers would be grateful if stand holders would contact us, prior to the show, if they anticipate producing large amounts of rubbish i.e. cardboard boxes etc either before or during show open. This will help us open the show on time, as well as keep the show tidy during busy periods. Any waste left after breakdown that is deemed in excessive quantities will be recharged to the exhibitor for recycling/removal costs. It is important where possible to re-use and recycle any waste you may produce on your stand during the show.

If exhibitors wish to use any special effects (e.g. lasers, smoke machines, pyrotechnics) then a special application must be made to the organisers 4 weeks before the event. It is imperative that we are aware of any plans in order for us to apply for the necessary approval. The exhibitor is wholly responsible for costs incurred for special licenses and any other related fees.  

Any exhibitor wishing to conduct any type of treatment e.g. pedicure, head massage, back massage, product demonstration etc must complete the Health and Safety Information along with the relevant documentation to the organisers before  29th September 2026.

PLEASE NOTE – Applications for Special Treatments received after this date will not be considered and therefore you will not be permitted to perform treatments on your stand.  

If you have concerns about visitor density on your stand you will need to consider regulating access and visitor movement. For example, you could consider restricting access to open sides using ropes and posts, creating ‘staff only’ areas on larger stands to separate your team from visitors, or having a restricted area for meetings away from crowds. You may be able to regulate visitors to smaller stands in person rather than utilising physical barriers.

Regulating access will allow you to manage visitor density and behaviour on your stand. Please also consider the potential for congestion at access points and take reasonable steps to prevent overcrowding.

Carefully examine your available floorspace and plan your physical displays; accordingly, visitors will need to feel comfortable coming onto your stand and you may need to limit the number of product displays or consider alternate display methods to achieve this.

Consider any arrival and welcoming procedures you will be putting in place and ensure that, where possible, this is a contactless process. Any reception team, on larger stands, should be suitably distanced or protected.

Please remember that your stand design should allow for you to comfortably hold conversations and meetings and product demonstrations with your customers, within your space, without the need for them to dwell in the gangways and create pinch points.

It is so much more important to keep gangways clear and flowing in order to make the visitor experience as comfortable as possible. We will have stewards to move on any queues that appear to form. Please help us by not allowing queues to build up on the gangways outside your stand using the suggestions within this section.

Ensure that you have a system for dealing with visitors wishing to visit your stand when your dwell areas are fully occupied; this could include a queue area (within your stand area, not within a gangway), appointment/call back system or contactless detail capture.

Pre-booking meetings with your customers will help to mitigate you reaching maximum capacity on your stand. It is worth trying to pre-book your meetings at times when your stand would normally be quieter if possible.

On larger stands, consider designing your stand to incorporate a one-way flow with separate entry and exit points. Where this is not possible, consider alternative mitigation measures such as floor markings and screening options.

To ensure good air circulation, meeting rooms should not be designed as closed rooms with closed ceilings.

If you are planning a two-storey stand, please allow for sufficiently wide stairs or one-way traffic routes. The ground floor must be designed to be as open as possible at the sides to allow for good air ventilation.

Exhibitors must ensure that their stand meets an acceptable standard. Any stand that, in the organisers opinion, does not meet that requirement must be brought up to the required standard with the exhibitor concerned and be liable for any costs incurred in the process. The organiser may, at the expense of the exhibitor, remove or alter anything in, on or forming part of any stand or display if, in their opinion, this is necessary to comply with the rules & regulations, or if it is desirable to do so in the interest of the exhibition. All stand fittings must be backed-up to present a clean appearance from gangways and adjoining stands. If the exhibitor fails to comply with show regulations as to stand construction and/or submit all necessary stand design drawings and/or to obtain all necessary consents and approvals, the organiser may prevent work from commencing or from being carried out on the stand by or on behalf of the exhibitor and may remove any partially or fully built stand and any exhibits of the exhibitor and may exclude the exhibitor from the exhibition.

Any exhibitor erecting a stand over 2.5m in height is responsible for ensuring that the rear of any dividing wall over this height is backed-up and decorated in plain muted colours (no logos must be showing) where visible from adjoining stands or the aisles.

All stands MUST be fully completed by close of build up by 9am on Tuesday 3rd November 2026. A fee of £500 will be charged to any exhibitor whose stand is not ready in time. No stand may be worked on whilst the exhibition is open. If a stand is not completed within the specified period, the organisers reserve the right to terminate the contract, without refund of charges which remain outstanding which shall be payable in full. The exhibitor shall cease to have any right or entitlement to its stand if it is not staffed and ready for admission of visitors half an hour prior to show opening.  

STAND DESIGN – 

There are obviously a number of things that you will need to consider when you are planning for your stand and activities onsite. As organisers, as we have detailed above, we are considering the event layout, the event facilities, the access/egress and the public spaces around the event. It is your responsibility, as an exhibitor, to create a safe and secure environment on your stand for your staff, your visitors and your contractors throughout the event, from the time you arrive during build up until the moment you leave during breakdown.  

The following is the range of things we think that you should be considering, based on your stand type and activities at the event. It looks long but is generally common sense and not all of the points will be relevant to you. Please read through each point to see what will apply and remember that we are here to talk to if you need more clarity on anything. We will do our best to help and offer advice where we can 

It is important to consider the layout and design of your stand to ensure that you can both undertake the construction of your stand (for space only exhibitors, and for the set-up tasks undertaken by shell scheme exhibitors) and interact with visitors in a safe and controlled manner.  

A stand number is to be displayed to each open side of shell scheme stands.  The organiser reserves the right to affix stand numbers or directional signs on any stands in any reasonable position.  Any signage provided by the exhibitor must also be up to a standard approved by the organisers. 

It is essential to the success of the exhibition that all stands are staffed, opened promptly and remain open throughout the opening hours of the exhibition. 

Power will be switched off at 22:00 on pre-open night – all exhibitors with fridges and freezers etc or equipment regarding 24-hour power will need to order and pay for this supply from GES.   

Power to stands will be switched off 30 minutes after the show has closed each night.

The NEC has underground ducts and the floors above these have appoint loading of 12 tonnes per sqm.  Exhibitors building stands should take note of the above.  Please note when designing the layout of your stand that the ducts providing utilities (water and waste) are not continuous and can consequently have a bearing on the placement of sinks, waste etc. within your stand.  We advise you check your stand layout with the NEC beforehand to iron out any potential problems.

• VEHICLE EXHIBITS

  – Vehicle exhibits will be brought into the halls under a controlled procedure on Sunday 1st November. Details of the time and gate through which the vehicle is to enter the hall will be issued. The vehicle must be available, washed off and ready to enter at the appointed time. Washing off in the hall is prohibited.

  – Vehicles on display must have a minimum separation distance of 3m from another vehicle.

  – At all times the vehicle driver must obey the instructions of the show marshals and the health & safety manager. Failure to adhere could mean your exhibits will not be able to enter the exhibition.

  – Vehicles must be in a good condition both internally and externally.

  – No vehicle may be positioned more than 1m above ground level without the authority of the health & safety. This must be outlined on all plans that are submitted. Such displays must ensure that there is no possibility of visitors falling off plinths or access stairs accidentally.

  – No part of any vehicle may extend beyond the borders of the stand. This includes mirrors, doors or flaps fitted to a vehicle exhibit.

  – Once in position on the stand the vehicle batteries MUST be disconnected, and the wires taped up safely.

  – Any auxiliary power sources must be similarly disconnected.

  – Fuel fillers on diesel engines MUST be fitted with locked filler caps or locked access hatches.

  – Petrol engines MUST contain no more than 2 gallons of fuel and the fuel filler MUST be fitted with a lock filler cap or locked access hatch.

  -Each vehicle must have a drip tray covering any engine or fuel compartment

  – No vehicle may be re-fuelled in the halls.

  – No vehicle may be reconnected or started up once in position

  – One set of keys for each vehicle MUST be logged with the Organising Office throughout the show.

  ELECTRIC VEHICLE ADDITIONAL SPECIFIC REGULATIONS

  -All batteries must be production batteries which have passed the appropriate test and not prototypes. For batteries, these tests are described in the United Nations Manual called “UN Manual of Tests and Criteria”, Section 38.3. Evidence of this must be provided to the Event/Production Manager, unless the batteries are quite clearly production batteries, with a recognised make named on them.  Any prototype vehicles or batteries will not be permitted.

  No overnight charging is permitted.

  -There are no charging facilities available onsite.  Exhibitors must ensure there is enough charge to enter the hall and then remove vehicle post show off site.

  HYDROGEN VEHICLE ADDTIONAL SPECIFIC REGULATIONS

  -The relevant UN Standard is ECE 134. Any vehicle being brought into a venue must have passed this test to prove that it is structurally sound.

  -Refuelling is not permitted onsite.

  – For further guidance information pertaining to the NEC, please see the e-guide – click here.

Any exhibitors wishing to place vehicles or mobile units on their stand MUST submit the Health & Safety form under Compulsory Forms with this information.  Your vehicle will be allocated an entry time to come into the hall and the appropriate passes will be issued prior to the show.
Please contact Pippa Allsop for further information – [email protected]

We will supply a vehicle wash area which will enable all vehicle exhibits to be washed down before they enter the exhibition on Sunday 1st November 2026.  Please note we are not responsible for any damage to vehicles going through the vehicle wash area.

For any additional onsite cleaning of vehicles both inside and out please contact PVS.  They have fully trained professionals who will work with your event team to ensure that your vehicles are displayed as you wish.  Please contact Paul Watson – 07874 050 055 or email – [email protected]

The exhibitor is not permitted to place or affix advertisements anywhere in the exhibition hall except on its own stand or place approved in writing by the organiser. The exhibitor may not distribute advertising material from the gangways or other public areas, but only from their stand and only in relation to its own goods or services.

All exhibitors are reminded that all business including the dispensing of literature and promotional material must be conducted from their own stand. Exhibitors’ staff are not permitted to hand out leaflets etc. in the gangways and aisles, at the entrance to the show, or in any other part of the exhibition hall except within their designated stand area unless permission has been granted in writing in advance by the organisers. Please note that promotional material must not be attached to any part of the building. Any promotional material found, for example, fixed to columns or balustrades will be removed immediately with any damages charged directly to the exhibitor.

Any activity carried out on the stand that is in a conflict of interest with any sponsorship opportunity in the show must be stopped immediately at the event organisers request. Failure to do so will terminate your contract and risk your stand being shut down.

Also see Conduct of Exhibitors, Demonstrations, & Gangways.

Stand photography will be available at the show.

If you wish to employ the services of the Official Show Photographer please contact Simon Jones – Pro Vision Photography [email protected]
+44 (0) 1455 251 585 / +44 (0)7782 174 707.

  Booking an arrival slot is compulsory if you need access to the rear of the halls with a vehicle to make a delivery to your stand.  PLEASE DO NOT BOOK YOUR STAND VEHICLE EXHIBITS ONTO VOYAGE CONTROL.  YOU WILL BE CONTACTED SEPERATELY TO ARRANGE THE ARRIVAL TIME ON SUNDAY 1ST NOVEMBER.

For more information, download this pdf.

To make a booking please follow this link (please note you will need to create an account if you do not already have one, a payment card will be required): www.voyagecontrol.com

Download the Voyage Control user guide here.